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Job Title: Administrative Assistant
Department: OMH
Reports to: Residential Program Care Manager
Location: In person/on site
Schedule: Monday – Friday, 9am – 5pm
Salary Range: $27.47 - $32.97
Formerly the Mental Health Association of New York City (MHA-NYC), Vibrant Emotional Health’s groundbreaking solutions have delivered high quality services and support, when, where and how people need it for over 50 years. Through our state-of-the-art technology-enabled services, community wellness programs, and advocacy and education work, we are building a society in which emotional wellness can be a reality for everyone.
Position Overview:
The Administrative Assistant supports the clerical and administrative needs of their assigned department. This position requires a proactive, detail-oriented and highly organized individual with the ability to manage a wide-range of administrative and executive support functions. The incumbent will function as an Executive Administrative Assistant to the NYSOMH New York City Field Office
Director/Children’s Unit. The incumbent will develop and maintain clear procedures and protocols to create a work environment that allows Field Office staff to perform their job duties at the most efficient and effective level possible.
Duties/Responsibilities:
Specific duties to be performed may include, but are not limited to, the following:
- Function as an assistant to the New York City Field Office Director/Children’s Unit staff maintaining schedules, coordinating travel, processing requests through the State Financial System (SFS), assisting with final drafts and coordinating major project deliverables.
- Develop and coordinate office procedures, management and tracking systems in all high-priority areas including personnel, certification scheduling, and incident and audit tracking, as well as overseeing office filing systems.
- Organize meetings and assist with the coordination of regional conferences and events; Schedules regular and ad hoc meetings on behalf of the Director and for the staff.
- Draft clear, concise and accurate reports and correspondence, design formats for data collection, assist with analysis, and submit reports on behalf of the Director. Record meeting minutes and generate accurate and timely reports that outline discussion and identify next steps.
- Coordinate Personnel activities including orientation, mandated and in-service training and support to new and existing staff regarding policies, equipment, software, travel, time and attendance, schedules, car scheduling and maintenance, and assists in onboarding and offboarding staff.
- Ensure the office environment is safe, functional and comfortable and address any environmental or equipment issues as they arise.
- Maintain logs for all vehicles assigned to the Field Office and ensure that all vehicles are inspected on time and serviced as needed.
- Communicate by phone, mail, e-mail, fax and in person with: Directors of Community Service, agency directors and staff, recipients and families to ensure that requests for information, complaints and incidents are channeled quickly and appropriately.
- Communicate with OMH Commissioner’s Office and various divisions and bureaus to ensure timely communication and coordinate meetings, teleconferences and conference calls.
Required Skills/Abilities:
The ideal candidate is highly organized, resourceful, and thrives in a fast-paced environment. They take initiative, anticipate needs, and approach tasks with a problem-solving mindset. Strong communication skills and discretion are essential, as they interact with various stakeholders and handle sensitive information. A commitment to teamwork and a proactive approach to administrative support will contribute to the success of the department.
Required Qualifications:
- Bachelor’s degree preferred
- 3 years of administrative experience
- Proficiency in Microsoft Office Suite and Google Suite
Physical Requirements:
- Must be able to remain in a stationary position 50% of the time
- Will constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer
We determine base pay through a comprehensive review of skills, experience, education, certifications, geographic location, and other relevant factors. The range listed reflects the compensation parameters for the role and does not represent the full compensation package. A complete overview of compensation and benefits will be provided by the Talent Acquisition team during the hiring process.
Full time employees will be eligible for excellent comprehensive benefits, including medical, dental, vision, supplemental income insurance, employer paid disability insurance, employer paid life insurance, pre-tax FSA for medical and dependent care, and 401K available.
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. Vibrant will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.
Vibrant Emotional Health is an equal opportunity employer. Applicants are considered for positions without regard to veteran status, uniformed service member status, race, creed, color, religion, gender, gender identity, sex, sexual orientation, citizenship status, national origin, marital status, age, physical or mental disability, genetic information, caregiver status or any other category protected by applicable federal, state or local laws.
Please be aware that fictitious job openings, consulting engagements, solicitations, or employment offers may be circulated on the Internet in an attempt to obtain privileged information, or to induce you to pay a fee for services related to recruitment or training. Vibrant does NOT charge any application, processing, or training fee at any stage of the recruitment or hiring process. All genuine job openings will be posted on our careers page and all communications from the Vibrant recruiting team and/or hiring managers will be from an @vibrant.org email address.
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